Clinics & Centers Coordinator

University of California - Santa Barbara; Santa Barbara (CA); Ibrido; USD 42.000 - 61.000; Tempo pieno

Vantaggi offerti da questo lavoro

Hybrid work schedule

Full benefits

Descrizione del lavoro

UC Santa Barbara's Gevirtz Graduate School of Education seeks an administrative assistant to provide financial and program support across clinics and centers. Under supervision, you will handle accounts, purchases, travel, reimbursements, and client billing, while maintaining EHR systems and facility upkeep.

The role emphasizes attention to detail, professional communication, and teamwork in a fast-paced environment.

Competenze

• High School diploma or GED; related experience acceptable.
• Less than 1 year of office administrative work.
• Excellent verbal and written communication and organizational skills.
• Attention to detail and professional, service-oriented demeanor.
• Ability to work with a variety of customers in a fast-paced environment.

Mansioni

• 50% Program/Clinic Administration and support; coordinate activities, maintain data/desk manuals, and take meeting minutes as needed.
• 40% Financial Administration; manage transfers, reimbursements, travel, payments, invoicing, and budgets; ensure policy compliance.
• 10% Backup Clinic Administration and Support; assist with event logistics, room reservations, materials, and communications.

Conoscenze

Verbal & written comms

Customer service

Attention to detail

Professionalism

Multi-tasking

Formazione

High School Diploma or GED

Bachelor's degree (preferred)

Strumenti

Microsoft Office

Google Applications

Drupal CMS

Descrizione del lavoro

Position Number: 40074727

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 10/30/26

Application Review Begins: 11/16/26

Department Code (Name): DEAN, SCHOOL OF EDUCATION (GSED)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.82 to $32.27/hour. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $30.82 to $44.16/hour.

Work Location: Education Building - 4101

Working Days and Hours: Monday - Friday 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid. This position may work fully in-person, but a hybrid schedule is an option if desired after successful completion of the probationary period, or sooner if approved by the supervisor.

Department Marketing Statement

The Gevirtz Graduate School of Education at UC Santa Barbara is home to faculty, students, and staff who all care deeply about developing themselves and others as leaders in educational and psychological research, practice, and leadership. We are committed to increasing access to excellent opportunities for the diverse children, families, and citizens of California. Our local and regional partnerships have attracted national and international attention. Visit our website at http://education.ucsb.edu/

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Under the general supervision of the Assistant Manager for Finance & Administration, is responsible for providing administrative and financial support for several clinics, centers, and their associated programs within the Gevirtz Graduate School of Education (GGSE). In consultation with and under the guidance of the Directors of the clinics and centers, coordinates and administers a wide range of activities in support of their operations. Acts as first point of contact to financial and administrative inquiries Monitors accounts and processes financial transactions including purchases, travel, and other expense reimbursements and payment requests. Clinic support includes responding to client inquiries and requests for billing documentation, administration of the client billing and payment system, managing and updating the electronic health records system, and maintaining security, appearance, and functionality of facilities.

Required Qualifications

• High School degree or GED in related area and/or equivalent experience/training High School Diploma
• Less than 1 year Office administrative work
• Must possess excellent verbal and written communication and organizational skills.
• Must have good attention to detail.
• Must be professional and service oriented.
• Must be able to work with a variety of customers in a fast paced environment with frequent interruptions

Preferred Qualifications

• Bachelor's Degree in related area and/or equivalent experience/training
• Solid knowledge of Microsoft Office Suite, Google applications, and Content Management System (e.g., Drupal) for website maintenance.

Special Conditions of Employment

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment
• CANRA (U13): Mandated Child Abuse Reporter

Misconduct Disclosure Requirement

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time

• 50% Program / Clinic Administration - Often acts as the first point of contact for services or program inquiries. Responsible for providing a wide range of administrative support to Directors. Takes initiative in handling administrative office issues that need evaluation, improvement and/or problem resolution. Maintains confidentiality and compliance in all processes. Composes and disseminates memoranda using electronic documents. Assists with organizing and managing data collection. In consultation with the Directors, prepares timelines, calls for proposals, plans and supports committee and other group meetings. Responsible for maintaining an up-to-date desk manual for this position as a resource for others. Attends meetings at Directors' request and takes meeting minutes as necessary.
• 40% Financial Administration - Processes financial transactions including but not limited to transfers, reimbursements, travel, honoraria, payments, petty cash, entertainment, and memberships. Tracks clinic and center budgets, keeps Directors updated on account balances, and works to ensure all spending stays within allocated budgets. Responsible for ordering, purchasing, receiving and documenting goods and services. Prepares travel and other reimbursement forms, travel prior approval forms and makes travel arrangements while ensuring that expenditures comply with campus policies and GGSE procedures. Prepares forms for honoraria payments to Fellows, guest speakers and Teacher Leaders. Prepares invoices for services and processes payments. Processes invoices, recharges payments, and follows up as needed with GGSE staff and/or UCSB central office staff to troubleshoot errors or delays. Follows all relevant policies for use of funds.
• 10% Backup Clinic Administration and Support - Serves as the primary backup to the Clinics Coordinator for Clinic administration and support duties. Working with the Directors, coordinates and plans (in-person and virtual) program workshops, conferences, meetings, presentations, seminars, webinars, and other events. Coordinates room reservations or venue rental contracts, catering arrangements, publicity payments and other logistics while ensuring adherence to University and campus policies and GGSE procedures. Acts as a liaison between presenters and programs. Also responsible for assembling educational materials and collecting evaluation surveys. Advises the Directors on the status of on-going programs and meetings. Maintains several calendars for internal planning and other timelines and outward facing calendars for publicity purposes. Maintains documentation for future reference and for historical purposes. Supports communications and marketing for clinics, centers, and programs in consultation with the GGSE Communications Director. May be asked to coordinate communication on efforts between GGSE clinics, centers, and programs and various external, community, and other partner organizations and their representatives, or the public. Distributes mail and other correspondence or materials, answers telephones, and responds to voicemails and emails. Maintains mailing lists, confidential records, and database via data entry of quarterly and annual reports of events. Schedules meetings and student shifts based on program needs and approves timecards.

UC Vaccination Programs Policy

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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